Procurement Control
Who signs for a requisition and in what order, who is covering for them this fortnight, how vendors are compared, what a subcontractor is holding, and everything between a customer order and its material that is not moving.
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The screens on this shelf
Records
Requisition Approval Rules
Which purchase requisitions need a signature, and whose. The same shape a purchase order rule has, because a company should express its delegation of authority once.
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Records
Approval Levels
The people a rule asks to sign, one level at a time, in order. A level whose approver has left or is on leave is skipped and the next one fills it; a level that must be filled by somebody holds the document instead. Works the same way for a purchase order and for a requisition, because it is one policy.
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Records
Approval Delegations
Who is signing for whom while they are away. A record rather than an edit to the rule: the rule still says what the company’s policy is, this says who is covering, and the approval itself says which of the two it went to and why.
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Requisition Approvals
Every signature a requisition is waiting for, oldest first. A requisition may not become a purchase order until they are all in — and the database, not a screen, is what enforces that.
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Records
Vendor Evaluation Criteria
What responses will be compared on, and how much each counts — declared before any response is opened. Criteria chosen afterwards are criteria chosen to fit the preferred answer.
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Vendor Evaluation Scores
What each vendor scored on each criterion, and what it was worth once weighted. Price, lead time and payment terms are each scored against the best response: the lowest offer, the shortest lead time, the longest credit. Unless the event says otherwise they weigh 60%, 20% and 20%.
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Records
Material at Subcontractors
What the company owns and is not holding: material issued to a subcontractor, what they consumed, returned and spoiled, and what is still out there.
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Procurement Exceptions
Everything between a customer order and the material it needs that is not moving — unapproved requisitions, unawarded tenders, late deliveries, rejected material, overdue subcontractors and invoices that will not match.
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